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Claims, Completing The Main Details Screen

On the main claim screen, as illustrated below, you may complete whichever fields are required. These are discussed in detail below…

Claim Number and Insurer’s Ref

  • Enter your brokerage’s claim reference number, or click the “=” button, right of the “Claim number” field, to generate a unique claim ref
  • Also enter the Insurer’s reference for this claim. These two fields may be identical, but do not have to be.
  • Note that the “=” button to the right of the “Claim number” field generates an automatic temporary reference (e.g. “CLM-M-12/08/2003 15”), according to your preferences (see “Set-up, Policy & Claim Numbers”) as illustrated below. Each time you click this button the unique number on the end is incremented by 1 (e.g. after “CLM-M-12/08/2003 15” you get “CLM-M-12/08/2003 16”, etc). If you issue your own claim numbers you could use this feature to generate them automatically. Note that the temporary reference generator allows you to include a text prefix (e.g. “CLM-M”) and the date, both of which are optional.


    The “Awaiting” dialogue allows you to enter the essential claim dates, and whichever is the next empty one will be shown as what you are awaiting. For example, if you’ve entered the “Incident” and “Notified” dates the system will automatically set “Claim lodged” as the next thing you are “Awaiting”, or need to do. The scrolling view of your claims always starts with “Awaiting” as the left-hand column and sequence, so you can immediately see what’s been notified but not lodged yet, what’s been lodged but not settled yet, and so on.

  • Click the “=” button, right of the Awaiting field, then on the following dialogue…
  • o Enter the claim’s incident date, or click the “=” button for the current date

    o Enter the date that it was confirmed to you (the broker), or click the “=” button for the current date

    o Enter the date that you (the broker) received the claim form, or click the “=” button for the current date

    o Enter the date that the claim was notified with the insurer or click the “=” button for the current date

    o Enter the date that the claim was notified with the solicitor or click the “=” button for the current date

  • Click “OK” or “Cancel” to leave the “Awaiting” dialogue
  • Claim Stage

    Optionally use the “Stage” drop-down to enter the claim’s stage, e.g. as “Active”. Stages can be used in addition to, or instead of the “Awaiting” process described above, as the scrolling view of all claims can be sequenced and searched by both of these criteria (via the green “Binoculars” button). To set-up your claim stages see “Set-up Claim Stages”.

    Accident Type

    Optionally use the “Accident Type” drop-down (e.g. for Theft, Storm, etc). Accident types allow you to sort your claims into categories such as for “Storm”, “Own Fault”, “Third Party”, “Theft”, etc. The scrolling view of all claims can be sequenced and searched by “Accident Type” via the green “Binoculars” button. To set up your accident types see “Set-up Accident Types”.


    Use this dialogue to show whether the policy holder is VAT registered

    Main Driver, DOB and Reg No

    These three fields only appear for motor claims. Their information could just as easily be entered on the second screen under “Contacts”, as illustrated above and described in “Claims, Completing the Additional Details Screen”. However they have the added benefit of being individually searchable, via the “Green Binoculars” button, as show below.


    Enter all relevant voluntary and compulsory excesses. The system will automatically calculate the total excess.


    Use the “Fault” drop-down to show whether there was…

    Then use the “Payment / receipt” drop-down to indicate whether the policy holder’s insurer will be receiving money from a third party, or paying out


  • Enter the method used to document the brokerage’s notification
  • Enter the method used to lodge the claim with the insurer
  • Policyholder and Overall Third-party Sums

    For each column enter the estimated claim, any amount retained by the insurer (e.g. because the scrapped car has a value that the claimant can receive directly), the actual amount received (which will be the estimate minus retained) and the costs of any fees not included in the estimated settlement. The system will automatically calculate the overall “Shortfall” as the sum of both estimates minus the sum of both receipts.

    No Claims Discount

    Enter whether the No Claims bonus is affected and until when

    Re-set Policy Stage

    Use the “=” button to adjust the associated policy’s stage from, for example, “Active, prompt renewal” to “Active, recent claim”. As a result, when you are renewing your policies you will automatically be aware which ones have had claims in the last year (N.B. the policy stage will be re-set back to “Active, prompt renewal” when you take up the renewal, unless you specify otherwise).

    “Pass Claim Details To Policy” Button

    This button only appears on claims for motor policies. It passes the entered claims details to the “accidents” section of first driver’s details in the associated motor policy. Note that it will not work for any type of motor policy that does not include such driver details, in which case you’ll get the following error message.